Personal Assistant to Executive Director

Salary undisclosed

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Job Responsibilities:

Confidential Information Management:

Handle sensitive and confidential information with the highest level of discretion and security.

Executive Schedule Management:

Manage and maintain the Executive Director’s schedule, coordinating appointments, meetings, and strategic sessions.
Ensure efficient time management and prioritization of commitments.

Travel Coordination:

Organize complex travel arrangements including international and domestic flights, accommodations, and ground transportation.
Manage visa arrangements and ensure seamless travel experiences.
Travel with or on behalf of the Executive Director for meetings and site visits as necessary.

Communication Management:

Handle incoming and outgoing communications including emails, phone calls, and letters.
Draft, review, and respond to correspondence and reports on behalf of the Executive Director, ensuring prompt and professional communication.

Meeting & Event Organization:

Organize and coordinate meetings and events, including preparing agendas, taking detailed minutes, and following up on action items.
Manage the logistics of high-level meetings, conferences, and corporate events, including venue selection and attendee coordination.

Task & Project Management:

Assist with special projects and provide research, data analysis, and administrative support.
Track tasks assigned to Heads of Departments (HODs) and ensure timely follow-ups, reporting progress to the Executive Director.
Conduct site visits with the Executive Director or independently to assess project progress or manage tasks.

Administrative Support:

Maintain an organized and efficient filing system for the Executive Director’s office, ensuring that documents and correspondence are readily accessible.
Perform general administrative tasks such as document preparation, office supply management, and organization.

Personal Assistance:

Manage personal tasks for the Executive Director, including personal finances, family activities, and household management as needed.

Stakeholder Liaison:

Act as a point of contact between the Executive Director and internal/external stakeholders.
Build and maintain positive relationships with key contacts.

Special Assignments:

Assist in the planning and execution of special projects, such as company events, exhibitions, or expansion initiatives.
Conduct research and gather information to support business decisions.

Site Visits:

Accompany the Executive Director on site visits or travel independently to project sites to assess progress, handle business matters, and report findings.
Ensure that site visits are documented, and necessary follow-up actions are completed.

Deputizing for the Executive Director:

With the instructions of the Executive Director, ensure smooth operations by making decisions and delegating work as required.

Ad-hoc Tasks:

Handle other tasks and assignments as required, supporting the Executive Director’s personal and professional needs.

Job Requirements:

Candidate must possess at least a Diploma in Business Studies, Administration, Business Management, Secretarial, or equivalent.
Minimum 5 years of working experience as a Personal Assistant or Executive Assistant.
Required skills: Basic accounting and taxation knowledge, Business Management skills and proficient in Microsoft Office.
Ability to speak and write excellently in both English and Mandarin, as the role involves communication with Mandarin-speaking stakeholders.
Trustworthy and able to maintain confidentiality with a high level of commitment and initiative.
Excellent organizational and problem-solving skills, capable of multitasking and prioritizing effectively.
Able to work independently with minimal supervision and collaborate effectively in a team environment.
Strong interpersonal skills, with the ability to build and maintain positive relationships with both internal and external parties.
Possess own transport and be willing to travel regularly, both domestically and internationally.
Flexible to work outside regular office hours and on weekends when needed.